AMERICANS WITH DISABILITIES ACT (ADA)
Exhibitors shall be fully responsible for complying with the ADA with regard to booth space, including, but not limited to, the wheelchair access provisions. Exhibitors shall indemnify, hold harmless and defend the ASMBS, its officers, directors, agents, members and employees from and against any claims, liabilities, losses, damages and expenses (including attorneys’ fees and expenses) resulting from or arising out of the exhibitors’ failure or allegations of exhibitors’ failure to comply with the provisions of the ADA. Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line ( 800-514-0301 ).
APPROVAL OF BOOTH SCHEMATICS
Exhibitors with booths of 2,500 square feet or more must submit a booth schematic to the ASMBS for review and approval by March 31, 2011. The Exhibitor Service Kit will contain submission forms.
A corner booth is an in-line booth exposed to aisles on two sides. All other guidelines for in-line booths apply.
End-cap exhibits must conform to dimensions shown in the diagram below. Only a 10’-wide back wall can be built within an end-cap exhibit. No part of the back wall may exceed a height of 8’ from the floor of the Exhibit Hall.
An in-line booth is one or more standard 10’ x 10’ units arranged in a straight line. In-line booths have only one side exposed to an aisle. The maximum height of 8’ is allowed on the back wall and the rear half of the booth space, with a 4’ height restriction imposed on all materials in the remaining space forward to the aisle. The maximum back wall height limitation of 8’ includes signs, company name, logo or product information.
Regardless of the number of in-line booths used (e.g., 10’x20’, 10’x30’, etc.), display materials should be arranged so they do not obstruct sight lines of neighboring exhibitors.
Each in-line booth will have an 8’-high draped back wall and 4’-high draped dividers defining the sides of the space. The backside of an in-line booth must not be visible and must not be used for storage.
When three or more in-line booths are combined as a single exhibit space, the 4’ height limitation is applied only to that portion of the exhibit space that is within the 10’ of an adjoining booth.
In-line booths will receive a 7” x 44” identification sign with the company name and booth number. The exhibiting company name to be displayed is the name listed on the original application for exhibit space.
An island booth is two or more standard units bounded on four sides by aisles. All parts of the booth structure and display materials are permitted to a maximum height of 20’ including signs, company name, logo, product information, lighting trusses or any other types of lighting fixtures.
Exhibits may extend to all outer edges of the booth space, but the design of the booth must allow accessibility from all four aisles and sufficient see-through areas that do not block the view of adjacent exhibits. Solid walls must be set at least 4’ back from the booth line.
A 50 percent see-through effect on the portion of the booth from the floor up to a minimum of 8’ in height is required. No exhibit structure may span an aisle by
roofing or floor covering.
All curtains, bunting and drapes in an exhibit must meet the standards of the fire department in the convention city. Proof that materials are flame retardant may be required by the fire marshal. If the fire marshal deems the material not to be of the standard quality, the material will have to be replaced with materials that can be provided by Freeman. Any such replacement, including labor, will be at the exhibitor’s expense.
CARE OF PREMISES
No part of an exhibit, signs or other materials may be posted, nailed, taped or otherwise affixed to walls, doors or floor surfaces in a way that will mar or deface the premises.
Demonstration areas must be organized within the contracted exhibit space. Demonstration tables must be placed a minimum of 2’ from the aisle. Should spectators or samplers interfere with the normal traffic flow in the aisle or overflow into neighboring exhibits, the ASMBS reserves the right to have the exhibitor discontinue the activity.
Floor covering is mandatory for all booths. The floor covering must cover the entire net square footage of contracted exhibit space.
HANGING SIGNS, BANNERS OR LIGHTS
Hanging signs, banners and lighting trusses are permitted for island booths only. These must be fixed and within the confines of the booth. The highest point of any hanging sign, banner or lighting truss must not exceed 20’. The use of hanging signs, banners and lighting trusses must be indicated on the schematic drawing submitted to the ASMBS for approval.